Advanced Database Projects In Access © Hodder Education 2008 Access Projects – Problem Specification

Advanced Database Projects In Access © Hodder Education 2008

Access Projects – Problem

Specification


Introduction

Your project should start by describing the background to the problem. Ideally you will have a real user and a real problem.

Identify who is the client. Identify who is the user. (This may or may not

be the same person.) Identify their organisation. Identify the client’s role and the user’s role in

the organisation.


Background

It may be useful to:outline the size of the organisation in terms of business, e.g. number of customers, orders per daygive an overview of the problem in terms of the information they use and require, e.g. customers’ names, pricesoutline some of the problems the existing system is causing, e.g. time-consuming, inaccurate information.This section does not need to carry any real detail such as the price of a lesson as your research will do that later.


Interviewing the userThe next stage is to find out exactly what the end user requires or ‘What they want you to do!’This is likely to take the form of:

a formal interview with the user a questionnaire where you document the replies actual observation at the place of work.

The interview could be face-to-face, over the phone or by email.It could be a series of interviews and follow up interviews with the user.


Research – Interview the userThe purpose of the interview is to: understand the problem in enough detail to be

able to set about providing a solution establish how the current system operates identify any problems in the current system collect and analyse any existing documents establish the end user requirements or ‘what

they want you to do’.


Research – Interview Questions Prepare your questions beforehand to save time and make

sure that you don’t miss anything. For the Pass IT Driving School you would want to find out as

a minimum the following information: What information do you keep about students? Could I see how you prepare your timetables/lesson

rotas? What are the different categories of lessons and what is

the pricing structure? What is the procedure when someone rings up to book a

lesson? Do students always have the same instructor?


Interview Questions

How do you deal with cancellations? Do you keep records?

What is the procedure when someone passes their driving test?

How are the theory and practical tests organised?

How long do you keep student details on file? What happens if a student decides to leave the

course? Do you keep their records? What computer facilities do you have at

present (if any)?


Document Analysis

Look at examples of existing documents such as:lettersforms such as membership forms, application formsbooking timetablesorders invoiceshire agreementsquotationsdelivery notesparts lists.


Research – Document Analysis

The purpose of looking at examples of existing documents is to:identify logos and house styles for interfacesidentify layouts and letterheads for printed outputidentify data to be used in the systemidentify how data is storedidentify data needed for data entry screensidentify how data moves through the system.


This is an extract from the booking diary at the Driving School.

You need to consider the data that is entered when making a booking.

It is easier to do if you use the document analysis form provided.

This will help you describe the current system.

Example Document Analysis


It is useful to fill in a document analysis form.

Example Document Analysis


Current System

You should now be able to: describe clearly and in detail all parts of the

current system identify all the key processes, e.g. making a

quotation, filing the quotation, clearing the screen, adjusting prices, adding a customer, etc.

analyse existing documents list some of the problems in the current system state your end-user requirements.


Current System

In the Pass It Driving School system, some of the parts you

will need to be able to explain are:

details of the different lessons a student can take and the

pricing structure

how students join the driving school and what data is

stored about them

how lessons are booked/cancelled; what the process is

and what data is stored

how instructors apply to the school and what data is stored

about them.


Current System – ProblemsYou will also recognise some of the problems in the current

system.

For example in the Driving School:

When booking a lesson, searching for available time slots can

be a lengthy process.

Issuing timetables is inefficient because they have to be

rewritten by hand and photocopied.

At present it is difficult to issue up-to-date and accurate

progress reports.

Calculating income and tracking payments is error prone.


End User RequirementsThis is quite simply a list of all the things the user wants you to do.Example 1 – I want a list of students who have not yet taken their theory test.Example 2 – I want quick access to details of all instructors.It should not be written in technical language, e.g. my user wants me to set up a relational database.It should contain as much detail as you can offer.Ideally it would be signed off by the user to say that they agree with the requirements.


End User RequirementsOther examples of end user requirements in The Pass IT Driving School are that it must:store details of students and their contact detailsissue multiple copies of daily timetables to each instructor including times and student detailsspeed up the time it takes to book a lesson – including answering the phone, searching for vacant timeslots and recording the booking – to less than 30 secondseasily maintain and issue progress reports on studentsissue weekly summary reports to all instructors detailing hours worked and income.


Resources

You will need to consider the hardware and software resources available to you and the user.

Raise any issues and make recommendations about hardware and software such as PC specification, printer needs, software requirements, compatibility, connectivity, monitor size, screen resolution, backup, etc.

Documents

Advanced Database Projects In Access © Hodder Education 2008 Access Projects – Problem Specification